meetings at ikea - nbtago for a web meeting! virtual meetings. rather not travel? there’s another...

MEETINGS AT IKEA

”Är du en serviceminded ekonom med specialkunskaper om IT,

säkerhet, administration, miljö, statistik, kommunikation,

personalfrågor och avtalsförhandlingar?

Då kan du bli en bra Travel Manager.”

(Emma Gustafsson, Tidningen Affärsresenären)

TRAVEL MANAGEMENT

Meeting Architecture3

SCIENCES

PROFESSIONS

Education

TOOLS

Art

During

TIME

Learning

P

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BACKGROUNDMEETINGSTRUCTURE

MEETING STRUCTURE

HISTORY OF MEETINGS AT IKEA

FROM TRAVEL TO MEETINGS

Travel cost

2009

Why do we travel?To meet...

Älmhult in February.Need we say more? Go for a web meeting!

VIRTUAL MEETINGS

Rather not travel?There’s another option - Web meeting!

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2. colour from the top(NOT YELLOW)PURPOSE

& GOALLMST

MEETING CULTURE DAY 2010

• Are the IKEA culture and values present in our meetings?

• 250 coworkers invited

• Collaboration HR, Corporate Communication, Office Support and Meeting & Travel

• 3 hours of meeting inspiration, knowledge and food for thought

• Survey to map and follow up

REALITY CHECK

•We meet 35-50% (80%) of our time at work

• 50% cause frustration and loss of energy

• Are we aware of the cost?

BEFORE DURING & AFTER – IT IS A PROCESS

Before During After

INTERACTIVE MEETING PLANNING GUIDE

On Intranet

Printed & digital

http://inside.ikea.com/supportservices/MeetTravel/PlanYourMeetingTravel/Documents/MTIW Interactive guide.pdf

http://inside.ikea.com/supportservices/MeetTravel/PlanYourMeetingTravel/Documents/MTIW Interactive guide.pdf



BACKGROUND

MEETING CULTURE TOOLKIT

Existing:

- Interactive meeting guide

- Meeting Culture workshop

- Lead Through Meetings

To be developed:

- Connection between meeting culture and strategic meeting planning

BACKGROUND

CONNECTING MEETINGS WITH BUSINESS AND LEADERSHIP

Business Plan

• Strategy

• Goals

• Activities

• Organisation

• Governance

Strategic Meeting Structure

•What

•Why

•Who

•Where

•When

•How

Specific Meeting Structure

•Before

•During

•After

IT’S ALL ABOUT LEADERSHIP...



BACKGROUNDMEETINGSTRUCTURE

MEETING STRUCTURE

LARGE MEETINGS AT IKEA



WHAT IS A LARGE MEETING?

50+A Summit, Get Together, Forum, Days, Gathering, Business focus week..

Simple or complex, short or long,

internal or external venue..


2. colour from the top(NOT YELLOW)PURPOSE

& GOALLMST

PURPOSE

• To offer a standardised meeting service solution contributing to the management, operational support and output of large meetings at IKEA.

GOAL

• To support the administration and communication before, during and after the large meeting by providing support with a tool and services.

• To enable and mandate measurement of both ROO and cost, increasing transparency on all levels.



BACKGROUND

• IKEA has 700-800 large meetings every fiscal year.

• No common standard for the management of large meetings.

• No common tool for attendee management, administration, interaction and follow up of large meetings.

• No designated meeting planners/administrators (except in Sweden).

BACKGROUND



What does the tool & service support with?

• Registration

• Interaction

• Administration

• Budget

• Surveys

• Invitations

• Communication

• Reporting

• Planning

• Follow up

• Venue sourcing

• Project Leader

• Transport

• Food & Beverage

• Technology

• Safety & Security

• Sustainability

• Meeting Design

• Presentations

• On site support

• Follow up & analysis

SCOPESCOPE

TOOL SERVICE



We work with guidelines in order to achieve a common standard for meetings, aiming for cost-savings, optimization of resources and a qualitative meeting experience.

• Budget & Cost Follow up

• Meeting Design & Facilitation

• Safety & Security

• Sustainability

• Roles

GUIDELINES

Local Project Responsible

MTC Manages Project in local

org Facilitates local

communication Shares local meeting

needs

Human Resources

Participates for Change Management and leadership

Com

Participates with support on Internal Communication, supporting MTC

Meeting owner &

administrator

Participates for awareness

Some attend training to be able to manage tool

IT

Participate for awareness Standard firewall check

Finance

Participates forawareness about reporting and transparency

• Local Meeting & Travel Manager responsible for local anchoring

• Different target groups need different approach

• Five key stakeholders identified as users and change agents

• Levels of awareness differ

• Not all groups will be users of the IKEA Meeting Tool

STAKEHOLDERS

23September 2012 Growing IKEA – Together 2020

To create a better everyday

life for the many people

HOW WE LEAD –THE STRATEGIC LANDSCAPE

IKEA GROUP MEETING & TRAVEL STRATEGY 2020



WHERE ARE WE NOW

• Global support and management of meetings and travel since 2008

• Meeting culture and virtual meetings

• Large meetings

• Travel services, travel risk management and travel administration



THE WORLD AROUND US

• Health, safety and security

• Environmental concerns

• Market price increase

• Technology

• Workplace

WHERE WE ARE IN 2020

• Modern and humanistic workplace defined by three areas; the way we work together, the working conditions we provide and the working environment.

• To meet and travel the IKEA way still means living our values.

• Our business planning, organisational structure and decision-making supplemented with a common approach to meeting and travel planning. (Strategic, tactical and specific)

WHERE WE ARE WE IN 2020

• Ownership and responsibility for our workplace approach and a good meeting culture as an integrated part of our leadership.

• Physical and virtual meetings are fully integrated wherever we are. Our communication skills and natural behaviour in working virtually have made virtual meetings the preferred way to meet and collaborate.

• Sustainability (including social responsibility) is at the heart of our meetings and travel. We use more virtual meetings, avoid travel when possible, and otherwise choose sustainable ways of transportation and accommodation.


• Standard requirements for our carbon footprint on large meetings and all forms of transport contributing to the fulfillment of our resource and energy independence goals

• The health, safety and security of our co-workers is fully supported by a better meeting culture. Guidelines, services and tools covering preventive travel health and risk information, travellertracking, emergency response and meeting venue protection.


• User-friendly, integrated and more efficient workflow for personal meeting and travel administration.

• Together with our leaders on all levels we use improved reporting to steer and follow-up the impact of a growing IKEA on our meeting and travel pattern.



HOW WE WILL GET THERE

TWO KEY FOCUS AREAS:

1. STRATEGIC MEETING PLANNING

2. OPERATIONAL EFFICIENCY & QUALITY



OPERATIONAL EFFICIENCY & QUALITY

Focus on before, during and after the specific meeting and travel, based on the needs of our growing and diverse workforce

Develop co-worker skills in both virtual and physical meetings and in choosing the right travel solutions

Continue to simplify and improve services and tools

Enable a seamless workflow with more self-service and integrated solutions



OUR SUCCESS FACTORS

• Leadership

• Collaboration

• Communication and training

• Performance management

MEASURABLE GOALSEfficiency and quality

• A yearly meeting and travel survey score with a year- on- year improvement in favourable answers for efficiency and quality

Health, safety and security

• A yearly survey score with a year- on- year improvement in favourable answers for health, safety and security.

Sustainability

• The yearly growth in the number of virtual meetings exceed the yearly growth in the number of trips by FY18 (Annual CO2 footprint and goals for key travel categories to be fully measured from FY16)

Lower cost

• The travel cost in 2020 is 0.35% of the yearly turnover

IKEA Meeting & TravelValue chain and scope

Support Challenge

Manage demandCo-workers & leaders

Manage supply

ManageCulture & StructureChange

Strategic &Specific

Manage operations

Meeting Travel Services Services& Tools & Tools

ManageSupplier Relations

(IMS)

Steer Evaluate

Performance& Report

TrainingCommunication

Information

ManageSupplierRelations

(Business)



STRATEGIC MEETING PLANNING

Support and challenge all global functions in their strategic long term planning of small and large meetings, travel, workplaces and collaboration.

INDUSTRY, RANGE & SUPPLY, RETAIL,GROUP FUNCTIONS & CENTRES



STRATEGIC MEETING PLANNING

Meeting hubs will be established to empower selected locations and facilities where we work and meet, focusing on higher productivity, health and safety and lower cost.

• Primary IKEA meeting hubs

• Secondary IKEA meeting hubs

• External work locations



BACKGROUNDMEETINGPRICETAG



BACKGROUND

7 TAKE-AWAYS

Strategic & simple approach

Secure goals & follow-up

Solid business case

Segmented target groups

Stakeholder collaboration

Supplier partnership

Structured communication

BACKGROUND

LARGE TEXT ON COLOUROR PHOTO

THANK YOU!